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Immigration Institute of the Bay Area
Administrative Assistant, Redwood City
Career Insights for Office / Administrative Assistant (General)
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What they do
An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
$50,177 / year median in California
-12% projected decline
Job Description
Administrative Assistant, Redwood City Immigration Institute of the Bay Area Redwood City, CA Job Details Full-time $49,000 - $58,000 a year 1 day ago Benefits 403(b) matching Paid parental leave Paid holidays Dental insurance Flexible spending account Parental leave Employee assistance program Vision insurance 401(k) matching Flexible schedule Life insurance Referral program Qualifications Spanish Customer communication Immigration law Spreadsheets Direct client contact English Windows Administrative experience High school diploma or GED Experience working with individuals with language barriers
Full Job Description Title:
Administrative Assistant Full time; Non-Exempt Reports to :Office Manager Location:
Redwood City The Immigration Institute of the Bay Area was founded in 1918, and its mission is to welcome, educate and serve immigrants, refugees and their families as they join and contribute to the community. IIBA provides immigration legal services, English and civic education, and other services throughout the Bay Area, as well as through its collaborative efforts with local and regional service providers. IIBA offers a team-oriented, collegial and collaborative work environment. We pride ourselves on providing excellent service to our clients, and we know our organization runs on the hard work and dedication of our passionate employees. At IIBA, we have a clear vision: to be the place where a diverse mix of talented people want to come, to stay, and to do their best work. IIBA's dedication to promoting diversity, multiculturalism, and inclusion is reflected in the work that we do. We are committed to equity and believe deeply in the value of diversity of race, sexual orientation, gender identity, religion, ethnicity, national origin and all the other wonderful characteristics that make us human.Job Summary:
The primary purpose of the Administrative Assistant is to provide administrative support for IIBA Redwood City immigration legal program. The Administrative Assistant will ensure the smooth running of the office and help improve procedures and day-to-day operations.Job Responsibilities:
- Responsible for office copying, filing, mailing, scanning, fee collection, as assigned.
- Answer incoming calls, in-person reception; assist with ongoing client communications in person, on phone, and by mail.
- Participate in group processing workshops.
- Responsible for mail, data entry, and appointment scheduling.
- Manage office operations, including IT, computers and communications equipment, vendors and IT consultants, supplies and equipment, postage and mailing procedures, agency website content.
- Complete Spanish/English document translations, and coordination between staff and volunteer translators regarding larger translation requests.
- Manage volunteer data entry in Salesforce.
- Provide administrative support with fee receipts and deposits, petty cash, timesheets, personnel and HR documentation, in close coordination with IIBA's central office.
- Assist with legal documents, immigration forms completion and document preparation, under the supervision of attorneys and accredited representatives.
- Assist with the maintenance of case files and active case spreadsheets.
- Maintain library of legal references and training materials.
- Assist in the onboarding process for new hires.
- Participate in staff development and training.
- Other duties as assigned.
Knowledge, Skills and Abilities Required:
- Fluent in written and spoken English and Spanish.
- Good written translation skills.
- Well organized, extremely accurate, attentive to detail, and reliable.
- Proficiency in a Windows/PC environment, Microsoft Excel, and able to quickly become proficient in the use of IIBA's immigration law software and database.
- Experience interacting with clients in a professional and helpful manner.
- Commitment to serve and compassion for the issues faced by the low-income immigrant community.
- Knowledge of immigration laws and procedures preferred.
Qualifications:
Education:
High School diploma. Some college preferred.Work Experience:
Minimum 1 year previous administrative experience.- Fluent in Spanish & English required
Salary :
In the spirit of pay transparency, we are excited to share the base salary range for this position is $49,000 - $58,000, excluding fringe benefits and potential bonuses. If you are hired at IIBA, your final base salary compensation will be determined based on factors such as geographic location, skills, education, and/or experience. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as part of any final offer. Please keep in mind that the range mentioned above is the full base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous benefits package - additional information below. IIBA offers a generous cafeteria-style benefits package, elements of which include, but are not limited to:- Employer matching 403(B) retirement plan: up to 5% employer contribution
Insurance:
Health, dental, life, vision, chiropractic & acupuncture. Medical and dependent care pre-tax reimbursement accounts.- Transportation reimbursement account.
Vacation:
two (2) weeks of accrued vacation per year with an increase each year.- Sick Leave including paid family sick time
Holidays:
15 paid Holidays per year- Paid Parental Leave Please note: New employees are required to work in the office 4 days a week for the first three months of their employment with IIBA.